Your data, plainly.

Who we are

Zen Systems Ltd (“Zen”, “we”) runs this website and is the data controller for the personal data described on this page. We’re a family-run UK telecoms business, registered in England and Wales (company number 03744427), with our registered office at Eldo House, Kempson Way, Suffolk Business Park, Bury St Edmunds, IP32 7AR. We are registered with the Information Commissioner’s Office (ICO) — registration number [ICO NUMBER — to be added before go-live].

For anything about your data, email info@zen.systems">info@zen.systems or call 0115 822 1270. You’ll reach a real person.

What we collect, and why

We only collect personal data you choose to give us, and we use it for the reason you gave it to us. Specifically:

• Enquiry, quote and consultation forms — your name, work email and the details of your request. We use these to reply and to prepare your quote or consultation. Lawful basis: taking steps you’ve asked for before entering a contract, and our legitimate interest in responding to you.
• The savings calculator — the instant estimate is anonymous: we only see the number of users and a monthly bill figure, never who typed them. If you ask for a written estimate, we ask for your name and email so we can send it. Lawful basis: your consent, given by ticking the box.
• Marketing emails — only if you’ve ticked the consent box. Every email includes an unsubscribe link, and unsubscribing takes effect straight away. Lawful basis: consent, which you can withdraw at any time.
• Email and phone conversations — if you contact us, we keep the correspondence so we have the context to help you properly. Lawful basis: our legitimate interest in serving you well.
• Server logs — like almost every website, our server keeps standard technical logs (including IP addresses) for security and troubleshooting. Lawful basis: our legitimate interest in keeping the site secure.

What we never do

Some things are simpler to promise than to caveat: we never sell your personal data. We don’t share it with advertisers or data brokers. We don’t build hidden profiles of you, and we make no decisions about you by automated means.

Cookies and similar technologies

This site asks before it stores anything beyond the essentials. A small banner offers three real choices — accept all, essential only, or pick and choose by category — and you can change your mind at any time via “Cookie choices” in the menu.

• Essential — remembers your cookie choices and keeps the site and forms working. Always on.
• Our own statistics — anonymous page counts stored on our own server: no third parties, no identifiers, nothing about you personally. This runs by default under the low-risk analytics rules introduced by the Data (Use and Access) Act 2025 (DUAA), and the banner gives you a one-tap switch to turn it off.
• Analytics & call measurement — only with your consent: Google Analytics and campaign call measurement, so we can see which pages and adverts actually help people.
• Marketing & company recognition — only with your consent: tools that recognise visiting companies (Leadfeeder — companies, not individuals) and power our chat and forms (HighLevel).

Declining never changes what the website shows you. That includes the local phone number for your area, which is worked out from your rough location at the moment the page loads and stores nothing on your device.

Who we share it with

We share personal data only with the trusted service providers who help us run the business — website hosting, our workspace and customer-management tools, and email. Each works under a contract that limits what they can do with your data to acting on our instructions.

Some of these providers store data outside the UK. Where they do, the transfer is protected by UK adequacy decisions or the UK’s approved safeguards (the International Data Transfer Agreement or equivalent contractual clauses).

We’ll also disclose data where the law genuinely requires it — for example, to a regulator or court.

How long we keep it

• Enquiries and quotes — up to 2 years after our last contact, so we have context if you come back to us.
• Marketing consent — until you unsubscribe or ask us to stop.
• Anonymous calculator statistics — kept indefinitely; they contain no personal data.
• Server logs — routinely deleted after around 30 days.

When we no longer need your data, we delete it.

Your rights

Your data is yours. Under the UK General Data Protection Regulation (UK GDPR) you can ask us, at any time, to:

• Show you the personal data we hold about you (a subject access request).
• Correct anything that’s wrong or incomplete.
• Delete your data (“the right to be forgotten”).
• Limit how we use it, or object to a use — objection to direct marketing is absolute: tell us to stop, and we stop.
• Hand it over in a portable format, to you or another provider.
• Withdraw consent you’ve previously given, with no effect on anything done before you withdrew it.

Just email info@zen.systems">info@zen.systems — no form, no fee. We’ll respond within one month.

Complaints

If you’re unhappy with how we’ve handled your data, tell us at info@zen.systems">info@zen.systems. Under the Data (Use and Access) Act 2025 we’ll acknowledge your complaint within 30 days and deal with it without undue delay — in practice, we aim far faster.

You also have the right to complain to the Information Commissioner’s Office (ICO) at any time — you don’t have to come to us first. Visit ico.org.uk/">ico.org.uk or call 0303 123 1113.

Children

Our services are for businesses, and this site isn’t directed at children. We don’t knowingly collect data from anyone under 18.

Changes to this policy

When our practices change, this page changes — with a new “last updated” date at the top. If a change is significant and we hold your email address, we’ll tell you directly.